MED MATRIX — PRIVACY POLICY
Effective Date: January 1, 2025
Last Updated: January 1, 2025
Med Matrix (“Company,” “we,” “us,” or “our”) values your privacy and is committed to protecting your Personal Information and Protected Health Information (“PHI”). This Privacy Policy explains how we collect, use, store, and protect your information when you interact with Med Matrix through our website, services, communications, and healthcare platforms.
This policy is designed to comply with:
The Health Insurance Portability and Accountability Act (HIPAA)
Applicable state privacy laws
LegitScript healthcare advertising requirements
U.S. telecommunications compliance for SMS messaging
1. Information We Collect
We may collect the following categories of information.
Personal Information
Name
Address
Email address
Phone number
Date of birth
Payment information
Protected Health Information (PHI)
Medical history
Lab results
Treatment plans
Medication history
Provider notes
Diagnostic and health records
Technical Information
IP address
Device identifiers
Browser type
Cookies and analytics data
Website interaction information
2. How We Collect Information
We collect information through several methods, including:
Information you provide directly through forms or patient intake
Appointment scheduling systems
Telehealth platforms
Laboratory and pharmacy partners when authorized
Website tracking technologies such as cookies and analytics tools
3. How We Use Your Information
We use the information we collect for purposes including:
Providing medical care and clinical services
Scheduling and managing appointments
Ordering laboratory testing
Coordinating prescriptions with pharmacies
Processing payments
Improving our website and services
Complying with legal and regulatory obligations
We do not sell Protected Health Information (PHI) under any circumstances.
4. Legal Basis for Processing
We process information based on one or more of the following legal bases:
Your consent
Healthcare treatment and operational necessity
Contractual necessity to provide services
Compliance with legal or regulatory obligations
5. Disclosure of Information
We may share information when necessary with:
HIPAA-compliant laboratories
Licensed pharmacies
Healthcare providers involved in your care
Payment processors
Technology service providers operating under HIPAA Business Associate Agreements (BAAs)
We do not disclose personal health information to advertisers or marketing platforms without explicit consent.
6. SMS Messaging & Mobile Communication
If you provide your mobile phone number, you may receive text messages from Med Matrix related to:
Appointment reminders
Scheduling confirmations
Patient care communications
Lab updates
Follow-up care instructions
Service announcements
SMS Opt-In
SMS consent may be obtained through:
Website forms
Appointment booking systems
Patient intake documents
Written consent forms
By opting in to SMS messaging, you agree to receive text communications from Med Matrix. Message frequency may vary depending on your interactions with our services.
SMS Opt-Out
You may opt out of SMS communications at any time by replying:
STOP
After opting out, you will no longer receive SMS messages unless you opt back in.
Standard message and data rates may apply depending on your mobile carrier.
7. No Sharing of SMS Consent
SMS opt-in consent and phone numbers collected for SMS communications will not be shared, sold, rented, or disclosed to third parties or affiliates for marketing purposes.
Your SMS consent is used only for communications from Med Matrix related to your care or services you have requested.
8. Cookies and Tracking Technologies
Our website may use cookies and similar technologies to:
Improve site functionality
Analyze website traffic
Personalize user experience
Support marketing analytics
You may disable cookies in your browser settings. Some website features may not function properly if cookies are disabled.
9. Third-Party Analytics
We may use analytics tools such as:
Google Analytics
Meta Pixel
Other analytics services
These tools help us understand website performance and visitor behavior. We do not transmit Protected Health Information (PHI) to these platforms.
10. Data Security Practices
We implement industry-standard safeguards to protect your data, including:
Encryption of data in transit and at rest
Secure servers and infrastructure
Role-based access controls
Audit logging and monitoring
HIPAA-compliant technology vendors
While we take reasonable measures to protect information, no electronic system can be guaranteed to be completely secure.
11. Data Retention
Medical records and related information are retained for the time period required by applicable healthcare laws and regulations, typically at least 7 years, or longer when required.
12. Your Privacy Rights
You have the right to:
Access your medical records
Request corrections to your information
Request restrictions on certain disclosures
Request confidential communications
Receive an accounting of disclosures
Revoke authorization where applicable
To exercise these rights, please contact us using the information below.
13. Minors
Med Matrix services are intended for adults. We do not knowingly collect personal information from individuals under the age of 18 without parental or legal guardian consent.
14. International Users
Our services are intended for users located within the United States. If you access our services from outside the U.S., you consent to the processing of your information in accordance with U.S. law.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When updates occur, the revised policy will be posted on this page with a new “Last Updated” date.
16. Contact Information
If you have questions, privacy concerns, or requests regarding this policy, please contact:
Med Matrix Privacy Officer
South Portland, Maine
Email: [email protected]
Phone: 207-544-4643